| | October 20209CIOReviewThe larger the company, or the looser the rules, the more prevalent shadow IT can be. Understanding the landscape of all tools and subscriptions being used is the first step in figuring out which ones could be implemented across the enterprise. NO. 2: IDENTIFY THE LEADERS AND TECH ADOPTERSBy engaging managers or department leaders, you can create a sense of ownership in whatever solutions will be chosen for the enterprise rollout. Take advantage of those individuals who show technological aptitude or interest. Recognize that some of the shadow IT initiatives may actually be great ideas and could spark something the corporation should adopt.Leaders who get the chance to voice their opinions and be a part of the process for determining company standards are more likely to accept the new technologies and follow the rules. Even if leaders are located in different cities, states, or countries, it's important to have representative buy-in across the organization.NO. 3: ESTABLISH A SINGLE FACILITATOR TO DRIVE THE CHANGELarge companies or companies in acquisition mode may have multiple technical leaders with different agendas. To establish, integrate, and enforce IT standards, the company must align among a single technology voice. This voice needs to be communicated by a single point of contact so people know who to go to for questions, issues, and solutions. NO. 4: IDENTIFY THE RIGHT IT SOLUTIONSEven when you know your company is dealing with shadow IT, it's a mistake to immediately shut down all of the noncompliant software and subscriptions without a replacement plan in place. Although this means letting employees continue business as usual, it's better to wait and enact change only once a solid strategy can be implemented. When identifying the right IT solutions, keep in mind that each one should offer these three nonfunctional attributes:· It must make jobs easier to complete instead of adding more red tape.· It must be simple to use and provide easy access. Users shouldn't need to login via VPN; the solution should support single sign-on.· It must be secure.Access should require multifactor authentication and support the latest standards for transport layer security and encryption.NO. 5: COMMUNICATE CORPORATE STANDARDS AND PLAN FOR CHANGEEvery employee should have a clear understanding of the company's approved technology solutions and usage rules. Ensure that the IT department clearly communicates what the standards are and provides training and guidance for usage.Along with communicating the standards, set up a process to handle requests and changes going forward. And don't forget feedback: Set up a way for employees to easily communicate with the IT department so they can suggest new and innovative ways to manage their work needs.NO. 6: SHUT DOWN SUBSCRIPTIONS Once the new IT standards have been implemented and you know employees have the right tools to get their work done, it's time to shut down subscriptions and solutions that aren't company approved. Work with finance to ensure all contracts are ended appropriately to maximize costs savings. Shadow IT is a short-term solution that creates a long-term problem if it isn't handled properly. The key to success is enterprise-wide consistency, training, and ongoing communication. Understanding the landscape of all tools and subscriptions being used is the first step in figuring out which ones could be implemented across the enterprise
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